Workers' Compensation and Leave of Absence Administrator

Workers' Compensation And Leave Of Absence Administrator

The Workers' Compensation and Leave of Absence Administrator is an individual contributor responsible for supporting and coordinating CII's workers' compensation and leave of absence processes in accordance with CII policies and applicable federal, California, and local requirements. The role supports employee leave, workplace injury claims, accommodation processes, and return-to-work coordination with a focus on confidentiality, consistency, documentation, and service.

This position coordinates with Larkin, CII's third-party leave administrator, the workers' compensation broker, the insurance carrier, and internal stakeholders to support case management, clear communication, accurate documentation, timely follow-up, and appropriate escalation of complex or sensitive matters.

Essential Duties

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Leave of Absence Administration

• Administer CII's leave of absence processes from intake through closure, including protected, disability-related, statutory, and organizational leaves under applicable federal, California, and local requirements.
• Partner with Larkin, employees, managers, and internal stakeholders to support case progression, pay and benefits coordination, wage replacement documentation, and Workday updates.
• Communicate leave status, required documentation, rights and responsibilities, and return-to-work expectations clearly and consistently.
• Maintain accurate and confidential leave records in accordance with legal requirements and organizational policies.

Workers' Compensation & Return-to-Work Coordination

• Coordinate workers' compensation claim administration from injury report through resolution, including incident reporting, DWC-1 workflow support, claim documentation, follow-up, and communication with external partners.
• Track claims, lost time, work restrictions, medical updates, modified or transitional duty, and return-to-work timelines.
• Partner with managers, HRBPs, Health & Safety, and external administrators to support return-to-work options, claims reviews, and escalation of matters requiring additional review.

Accommodation & Compliance Support

• Apply established laws, policies, and procedures related to leave, disability accommodation, workers' compensation, workplace injuries, and return-to-work, escalating complex questions as needed.
• Lead and document the interactive process for workplace accommodations, including assessing requests, engaging stakeholders, evaluating options, and communicating outcomes.
• Identify documentation gaps, inconsistent practices, and complex cases requiring escalation or additional review.

Vendor, Partner & Stakeholder Coordination

• Coordinate with Larkin, the workers' compensation broker, the insurance carrier, and internal stakeholders to support case management, communication, follow-up, and issue resolution.
• Maintain regular communication with external partners to review case status, address barriers, and support timely follow-up.
• Partner with internal stakeholders to support clear handoffs, consistent case handling, and timely guidance.
• Track vendor follow-up, documentation issues, and service delays; escalate concerns as needed.

Data, Reporting & Program Improvement

• Use Workday, Larkin, and related systems to track leave activity, workers' compensation claims, accommodation cases, return-to-work status, documentation, and case milestones.
• Maintain data to support compliance, reporting, payroll/benefits coordination, case continuity, and standard tracking.
• Prepare standard reports and maintain procedures, templates, tools, and manager guidance as directed.
• Identify process issues and recommend improvements to strengthen consistency, documentation, and employee experience.
• Support audits and compliance monitoring related to leave, accommodations, workplace injuries, and workers' compensation.
• Maintain confidentiality of employee medical, leave, workers' compensation, accommodation, and PHI information, where applicable.

Additional Duties

• Other duties and special projects as assigned.

Supervisory Responsibilities

• This role has no supervisory responsibility.

Qualifications

Education & Experience

• Minimum of 5 years of progressively responsible Human Resources experience, including at least 3 years of hands-on experience administering leaves of absence, workers' compensation, and/or disability accommodations.
• Working knowledge of federal and California leave, disability accommodation, and workers' compensation requirements.
• Experience supporting workplace accommodation processes, including documentation, coordination, and follow-up.
• Experience coordinating with third-party leave administrators, workers' compensation carriers, brokers, or related external partners preferred.
• High school diploma or equivalent required; associate or bachelor's degree in human resources, business administration, public administration, or related field preferred. Equivalent experience may be considered.

Other Qualifications

• Ability to work independently, exercise sound judgment, and escalate complex matters appropriately.
• Strong case management, documentation, organization, and follow-through skills.
• Strong verbal and written communication skills, including the ability to explain complex leave, accommodation, and workers' compensation processes.
• Ability to apply policies, follow established requirements, and communicate clearly.
• Ability to handle confidential employee, medical, leave, accommodation, workers' compensation, and PHI information with discretion.
• Strong analytical and problem-solving skills.
• Sensitivity to the cultural and socioeconomic characteristics of CII's staff and service population.
• Required to work on-site at least once per week and travel to CII worksites as needed.

Certificates, Licenses, Registrations

• Professional certification such as PHR, SPHR, SHRM-CP, SHRM-SCP, or workers' compensation/leave management certification is preferred.

Computer Skills

• Must have advanced knowledge of Microsoft Office programs in a Windows environment, including Word, Excel PowerPoint, and Outlook.
• Human Resources systems, preferably Workday
• Leave Management Software, preferably Larkin
• Dashboards and reporting experience is preferred

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Time Spent [None, -1/3, 1/3 - 2/3, 2/3+]

• Stand: -1/3
• Walk: -1/3
• Sit: 2/3 +
• Reach with hands and arms: 2/3+
• Use hands to finger, handle, or feel: 2/3+
• Climb or balance: None
• Bend, kneel, crouch, or crawl: None
• Talk or hear: 2/3+
• Taste or smell: None
• Carry, push or pull: -1/3
• Lifts Weights or Exerts Force
  • Up to 10 pounds: -1/3
  • Up to 25 pounds: -1/3
  • Up to 50 pounds: None
  • Up to 100 pounds: None
  • More than 100 pounds: None

Vision Requirements

• No special vision requirements.

Work Environment

The physical, mental & environmental conditions in which the work is performed. The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Time Spent [None, -1/3, 1/3 - 2/3, 2/3+]

Environmental variables that may be indicated as applicable to the position:

• Working near mechanical parts: None
• Work in high, precarious places: None
• Fumes or airborne particles: None
• Toxic or caustic chemicals: None